Overview

The Add Guests feature lets parents and families include additional attendees when booking tours, parent meetings, or group sessions. You can require guest information and charge based on the total number of attendees—perfect for orientation sessions, sibling tours, or family consultations.

Key Benefits

  • Collect accurate payments based on total attendees (booker plus guests)
  • Ensure all participant details are captured at booking time
  • See complete attendee lists in your appointment records
  • Collect guest email addresses for follow-up communications
  • Track group sizes and plan accordingly
  • Reduce payment confusion and support questions

How to Enable Add Guests

Set up guest collection and attendee-based payment in your calendar settings.

  1. Go to Settings → Calendars
  2. Click Edit next to the calendar you want to modify
  3. Open the Forms & Payment tab
  4. Scroll to the Add Guests section
  5. Toggle on Require Guests for Booking to make guest information mandatory
  6. Scroll to the Payments section
  7. Enable Accept Payments for all attendees to charge based on total participants
[SCREENSHOT: Calendar settings page showing Forms & Payment tab with Add Guests section expanded and Require Guests toggle highlighted] [SCREENSHOT: Payments section in calendar settings showing Accept Payments for all attendees option enabled]

Require Guests for Booking

When you enable this setting, families must add at least one guest before completing their booking. They'll need to provide guest details like name and optionally email address.

This is helpful when you need to know exactly who's attending—like parent-child orientation sessions, sibling tours, or family consultations. It ensures you're prepared with the right materials and space.

Pro Tip: Use this for sibling enrollment consultations where you need to prepare materials for multiple children, or for parent orientations where both caregivers should attend.

Collect Payment for All Attendees

This feature automatically charges based on your total number of attendees. Instead of a flat booking fee, the system multiplies your per-person rate by the number of participants (booker plus guests).

How it works:

Total price = Service Price × (1 booker + number of guests)

The full amount is charged at booking time through your connected payment processor.

Good for:

  • Orientation sessions priced per family member
  • Parent education workshops
  • Group tour bookings
  • Any service where you charge per attendee
[SCREENSHOT: Calendar booking form from parent perspective showing Add Guest fields with name and email inputs, and pricing that updates based on number of guests]

Frequently Asked Questions

Can I collect email addresses for each guest?

Yes. Configure your booking form to collect both names and email addresses. This lets you send confirmations and reminders to all attendees.

Do I have to enable both features?

No. You can enable each setting independently. For example, you might require guest names for planning purposes without charging per attendee, or charge per person without making guest entry mandatory.

What if a guest cancels but the primary parent still attends?

You'll need to handle refunds or adjustments manually. The payment is processed based on the information submitted at booking time.

Do guests receive confirmation emails?

Guests receive confirmation emails only if you collect their email addresses and set up guest notifications in your automations.

How many guests can families add?

The booking form supports multiple guest entries. You can configure the maximum number based on your appointment type or facility capacity.

Pro Tip: Set a reasonable guest limit for tours and orientations to ensure quality experiences. Most centers allow 1-2 additional family members for standard tours.